Administrative Clerk

Job Title

Administrative Clerk

Building Maintenance

Full‑Time / Non‑Exempt

Supervisory and Professional

Under the general supervision of the Office Manager, the Administrative Clerk assists with routine and complex administrative functions to ensure the office of building maintenance operates efficiently, professionally, and productively. The Clerk provides customer service to the public and possesses thorough knowledge of the department’s work methods and procedures.

• Receive and greet the public. Answer questions; provide information in‑person, by telephone, and through written requests. Respond to questions/concerns elevated from clerical/administrative staff.
• Furnish information to the public regarding the rules, laws, and ordinances governing the rentals of public buildings.
• Open, sort, and distribute mail.
• Compose and update routine correspondence for signatures by Department Head and others as needed; prepare rental form letters and agreements.
• Assist in tracking Department blanket accounts; process invoices billed to and by the department.
• Assist in maintaining and tracking budget accounts throughout the year.
• Assist with close‑out and re‑opening of fiscal year‑end procedures.
• Receive, generate, and dispatch work requests to the appropriate trades workers and vendors.
• Operate all office equipment (computer, photocopier, etc.).
• Assist in arranging rentals of public school buildings, Controy Pavilion/parks, and collect fees where applicable.
• Assist in ordering all janitorial supplies and inventory tracking for BMD Office, City Hall, and Lichtenstein Center.
• Assist in unloading UPS/Fed Ex deliveries and inventory all parts/materials.
• Serve as department’s fleet coordinator, in charge of all vehicle keys, inspections and repairs.
• Lead Building/School/Park Inspections and coordinate all repairs.
• Schedule hood‑cleaning inspections semi‑annually in schools and parks.
• Schedule and coordinate all fire extinguisher inspections in all City Buildings/Schools.
• Create and distribute annual inspection binders containing each building/school with its detailed proof of required inspections and valid certificates of occupancy.
• Create and assign Accela Work orders.
• Record employees’ daily work‑order time sheets in the Accela system and the Accela employee hours file.
• Record all packing slips from purchases and record in Accela and budget operating files.
• Validate that work order has been completed in Accela.
• Scan all employee daily time sheets and work orders and save them to the S Drive.
• Scan all time‑off and overtime slips to the Office Manager and deliver them.
• Perform administrative duties in the absence of the Office Manager or when directed by administration.
• Perform other duties as required or assigned.

• High school diploma or equivalent.
• Minimum of one to three years of related work experience in a fast‑paced, dynamic office setting.
• Experience with general accounting practices and procedures preferred.
• Equivalent combination of education and experience will be considered.

• Ability to operate modern office equipment.
• Knowledge of general office practices, business English, spelling, and arithmetic.
• Ability to perform complex and arithmetical computation.
• Familiarity with the rules, regulations, ordinances, and laws governing the department.
• Computer experience in Microsoft Office and other related software such as MUNIS.
• Ability to carry out routine administrative details independently.
• Establish and maintain cooperative relationships with other employees and the public.

While performing duties, the incumbent interacts frequently with the public, government officials, other staff members, boards, and/or third parties transacting business with the City. Incumbent may be required to work after‑hours for snow‑removal operations.

This office‑based job requires moderate walking, standing, sitting, and climbing stairs. Activities include moderate physical exertion such as reaching, bending, twisting, grasping, pushing, and pulling. The position requires lifting and moving objects up to 20 pounds…